Executive Assistant - Retail Office

About Panoptyc

At Panoptyc, we're on a mission to revolutionize loss prevention. Using visual AI and manual reviewers, we help retailers detect theft in over 15,000 markets across the United States. From Fortune 500 giants to local businesses, our impact is far-reaching. As a fully remote, rapidly growing team, we're excited to invite top talent worldwide to join us in reshaping the future of retail security.

About the Role

We’re seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide operational leverage and execution support to our Head of Retail during a critical growth phase. In this pivotal role, you’ll oversee calendar management, cross-functional coordination, meeting execution, and follow-through across key retail initiatives.

You’ll have the opportunity to build and optimize internal coordination systems, reporting structures, and communication workflows, working closely with Retail, Operations, Product, and Leadership in a fast-paced, high-accountability environment.

This role is central to keeping the Retail function organized, aligned, and moving efficiently. You’ll act as a trusted right hand — ensuring priorities are clear, meetings are productive, and follow-ups don’t fall through the cracks.

Responsibilities

• Manage complex calendar scheduling and meeting coordination across multiple time zones

• Prepare meeting agendas, capture detailed notes, and track action items to completion

• Coordinate cross-functional communication between Retail, Ops, Product, and Leadership

• Support retail rollout planning and logistics across multi-location deployments

• Organize and maintain documentation, dashboards, and reporting materials

• Assist with travel planning and administrative logistics

• Proactively follow up on projects, deadlines, and outstanding deliverables

• Identify process gaps and implement structure to improve execution efficiency

Requirements

• Prior experience as an Executive Assistant, Operations Assistant, or similar support role

• Strong organizational skills with exceptional attention to detail

• Excellent English communication skills (written and verbal)

• Comfortable working directly with senior leadership

• Ability to manage multiple priorities without sacrificing accuracy

• Proactive, solutions-oriented mindset with high ownership

• Strong documentation and note-taking capabilities

• Strong communication skills and ability to work effectively in a remote environment

• Availability to work during US business hours

Tools & Technology

• Productivity & Documentation: Google Workspace, Microsoft 365

• Task & Project Management: Notion, Ninety, task management platforms

• Communication & Collaboration: Slack

• Reporting & Dashboards: Internal reporting tools and spreadsheets

• Collaboration: Slack, Google Workspace, Notion, Ninety, and Microsoft 365

Bonus Points

• Experience supporting retail, operations, or multi-location businesses

• Experience working with US-based teams

• Familiarity with productivity and task management tools

• Experience creating structured reporting or executive dashboards

• Background in high-growth startup environments

Why Join Panoptyc?

• Competitive compensation aligned with experience

• High-visibility role with direct impact on Retail execution and company growth

• Opportunity to work closely with executive leadership

• Be part of a rapidly growing team reshaping retail security

• Full remote work flexibility with a dynamic, global team